Key Tasks and Responsibilities

• Receiving incoming telephone calls providing answers to routine inquiries and/or referring them to other personnel
• Screening and greeting visitors and directing them accordingly
• Opening, sorting and delivering mails as required
• Typing a variety of routine documents from handwritten drafts, reports, complicated documents and also preparing spreadsheets
• Proofreading typed materials for accuracy and correcting punctuation, spelling and grammar.
• Maintaining records, files, office equipments and also order supplies
• Transporting confidential materials when necessary from location to location
• Assisting in preparing large mailings as necessary
• Responding to more complicated inquiries or requests for information or determines which requests should be handled by another staff
• Composing correspondence for supervisors reviewing and signing
• Acting as liaison with other offices, departments and outside agencies
• Assisting in maintaining legal collection(s) within the office
• May be called on to provide secretarial assistance to other Department Heads

• Diploma in Secretarial or equivalent 2 years of secretarial or administrative experience in a busy office
• Knowledge of clerical and office procedures
• Ability to type accurately and proficiently with a speed of 50wpm
• Ability to operate standard office equipment, including photocopier machines, calculators and personal computers and terminals
• Ability to communicate effectively and tactfully with the general public
• Ability to set up and maintain filing systems.
• Ability to work independently and follow oral and written instructions
• Proficiency in use of MS OFFICE and also basic knowledge of accounting software e.g. Sage, Pastel, QuickBooks, Tally and any other accounting software
• Leadership qualities of discipline, patience, good communication, ability to keep confidentiality when required, among other abilities
• Ability to maintain the company website when required
• Experience with graphic design although optional, will be an added advantage